Billing & Office Assistant

COMPANY OVERVIEWPSTrax is one of the fastest growing software companies in the public service industry. We are a SaaS solution helping First Responders with their operations checks by offering safer and more efficient rig and inventory tracking. We help automate and streamline the operational aspects of our clients’ jobs – saving agencies, on average, 700% in time and cost savings in the first year alone.PRIMARY PURPOSE AND FUNCTIONThe Billing & Office Assistant's primary responsibility is to ensure smooth operations within the office. This entails a diverse range of daily tasks, such as handling mail, organizing meetings, managing daily bank transactions, generating invoices for new deals, preparing and dispatching renewal invoices, sending welcome packages to new hires and clients, scheduling appointments, arranging company events and parties, and facilitating travel arrangements for team members.ESSENTIAL FUNCTIONS AND RESPONSIBILITIES BILLING Complete daily bank deposits using a check reader and maintain organized records for seamless reconciliation when necessary. Assist in completing annual renewal invoices monthly, ensuring accuracy by validating contract status, inventory, and pricing. Send monthly invoices promptly via electronic and postal methods, and promptly address any customer inquiries or concerns. Set up vendor portals as required, ensuring efficient communication and transactions with external partners. Request Certificate of Insurance from insurance providers upon customer requests, ensuring compliance with contractual obligations. Ensure new invoices are generated within three days of contract signing, maintaining adherence to established timelines. Proactively manage company accounts receivables by conducting weekly follow-ups through email and phone calls for all overdue invoices. Utilize PandaDocs to send contract renewals to customers with expired contract terms, facilitating a seamless renewal processes. Research and accurately enter all inventory changes, pricing adjustments, and cancellations into HubSpot for effective tracking and analysis purposes. Ensure that customer relationship management (CRM) systems and invoices accurately reflect contracted terms, fostering transparency and consistency in business operations. Monitor accounts receivable status and liaise with the Customer Success Management (CSM) team as needed to address any outstanding issues or concerns. Process credit card payments as necessary, ensuring timely and secure transaction processing.OFFICE Provide administrative support to various departments within the company, including but not limited to scheduling meetings, managing calendars, and handling correspondence. Assist in planning and coordinating company events, such as team meetings, trainings, and social gatherings. Handle logistics for events and trade shows, including registration, coordinating logistics, and shipping marketing materials. Assist in making travel arrangements for employees, including booking flights, hotels, and transportation as needed. Assist in onboarding new employees and customers, including preparing welcome kits and setting up workstations. Assist in maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. Greet and assist visitors, answer and direct phone calls, and manage the company's main email account. Ensure the office area is tidy and presentable, with all necessary stationery and material (e.g., brochures, promotional material). Provide support to various departments on special projects as needed, such as research, data analysis, or presentation preparation.KNOWLEDGE, EXPERIENCE AND SKILLS Bachelor’s degree or equivalent professional experience needed. Start-up and prior B2B SaaS industry experience a plus. Passion for working with customers and drive to respond quickly to customer questions. Solid understanding of invoicing and accounts receivable tracking. Strong understanding of knowing when urgency is needed to ensure past due AR balances remain low. Organized self-starter who can work effectively both independently and as part of a team. Proven ability to take initiative, problem-solve, and adapt to change. Ability to multitask and prioritize tasks effectively. Effective communication and interpersonal skills. Strong attention to detail and accuracy. Excellent organizational and time management skills. Experience with QuickBooks, HubSpot, and Zoom. Proficiency in the Microsoft Office Suite, Dropbox, and the Google G-Suite, including Google Email, Calendar, Docs, Sheets, and Forms.ABOUT USPSTrax was founded in 2009. Our headquarters is in Littleton, Colorado, and we thrive by having a mix of local and remote employees. We are a privately owned, profitable company that encourages and promotes a healthy work-life balance for our team members.Our six core values include:1.We are passionate and committed to helping our clients 2.We do the right thing and keep our word 3.We strive for excellence, pushing ourselves toward that goal 4.We like to have fun and live well-balanced lives 5.We achieve our goals as a team and help each other 6.We exhibit professionalism and hold ourselves accountable COMPANY BENEFITSEnjoy a job with meaning and purpose serving first responders Work with an innovative, fast-growing company where your work makes a direct impact Wear multiple hats in an environment where every day is different Enjoy team and company-oriented events throughout the year Feel secure with fully covered employee health, dental, and vision insurance Employer-paid HSA contributions Fully funded short-term disability insurance Optional life and long-term disability insurance 401K with up to 4% company matching Monthly internet stipendCOMPENSATION & OTHER IMPORTANT DETAILS Start date: ASAP Application close: April 23, 2024Location: On-site in Littleton, CO Annual salary: $50,000 - $60,000 PSTrax is committed to being an equal opportunity workplace and an affirmative action employer. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.Please apply online with STATION AUTOMATION, INC at: https://station-automation-inc.gnahiring.com/job/792115/billing-office-assistant?s=cl